How to Print Prior Year Tax Summaries for Mailing for All Eligible Contacts

This article is an overview of using the standard Mail Merge function to send all eligible contacts a Year-End Tax Summary via mail, even if they have an email address. Kindful has a more streamlined tool that will work for most cases, which is linked below.

Overview

Kindful makes generating your year-end tax letters a breeze. This article goes over the process of generating tax summary PDF files to send to all of your donors who have given in a year.

Linked Articles:

- Using Kindful's Tax Summary Tool


Confirm Contacts are Able to be Mailed

Before starting with the process of generating all mailings, head to your Communication > Tax Summaries page. Here, we will provide you with a list of contacts who are not eligible to be mailed due to missing a portion of their mailing address or having a setting indicating they cannot receive mailings. We recommend reconciling this list, and making any necessary updates to your contacts prior to performing this process outlined below.

Screen_Shot_2019-12-26_at_12.42.22_PM.png

Alternately, you can use these four filters on the Contacts page to find your list.

- Has Transaction in Year: 2019

- Or

- Has Address: Yes

- Address Deliverable: Yes


 Generating Year-End Letters

Begin by going to Contacts.

Add the filter Has Transaction In Year: and enter the year you're printing letters for.

Learn more about filtering here.

Screen_Shot_2019-12-26_at_10.30.22_AM.png


Press Select All on the right sidebar.

After all contacts on the list are selected, press Mail Merge on the right sidebar.


Selecting a Template

There are two template options for year-end summary letters.

The Prior Year Tax Summary #9 Envelope Template will print letters that can be folded into thirds and placed directly into #9 envelopes with windows.

The second option, Prior Year Tax Summary Template are for standard #10 business envelopes. Donor mailing info will need to be placed on the envelope front separately (i.e. printed or labeled).

After you've chosen which template, press Create.

prior_year_tax_template.png


Printing the Letters

After you've created the mail merge, you will be directed to the Mail Merge History page, where you'll see your latest mail merge being generated. After a few minutes, refresh the page, and you will be able to select Download Snailer on the right.

s

 

After you've selected Download Snailer, a PDF of the letters will be emailed to you.


Example

Below is an example of your tax summary:Screen_Shot_2019-12-26_at_10.11.36_AM.png


To Learn how to include a Cover Letter with your

Printed Tax Summaries via this flow, please read on.


How to Create a Cover Letter

To create a Cover Letter, head to Communication > Templates. Click the option to Create a New Template and configure it as shown here (example): 

Screen_Shot_2019-12-26_at_10.26.55_AM.png

{{FORMATTED_LETTER_NAME}}
{{ADDRESS}}
{{CITY}}, {{STATE}} {{POSTAL_CODE}}
Dear {{FORMATTED_LETTER_INFORMAL}},
Thank you for your support in 2019. We have seen incredible growth since beginning our mission in 2016. Your contributions helped us do so much this past year:
  • We were able to feed 187 families
  • We provided clean water for three villages
  • Great advancements were made with our partners around the world
  • 100 acres of farmland were seeded
  • We were able to invest in 17 new agents to help us further our mission
  • Global Reconstructing Partners was finally started
  • All of our sites saw gains in terms of people reached
Needless to say, 2019 was a big year, and you were a huge part of it. And for that, we say Thank You.
Your 2019 Tax Summary is included.
We look forward to seeing more incredible things in 2020, and in the years to come. Thank You, again, for being a part of this story. 
Until next time,
{{SIGNATURE}}

-----------------

Below is an example of a Cover Letter generated.

Screen_Shot_2019-12-26_at_10.25.44_AM.png


How to Include a Cover Letter with Your Tax Summaries

We advise not including any tags containing financial information in this Cover Letter, as donation information will be addressed in the Tax Summary.

A great feature of our Tax Summary Tool is the ability to include a Cover Letter with your Summaries. Here is how to include a Cover Letter when printing all of your tax summaries.

Follow the steps to generate the prior year tax summary template, as shown above (shown here again for clarity), and then to create the Cover Letter.

Begin by going to Contacts. Add the filter Has Transaction In Year: and enter the year you're printing letters for.

Screen_Shot_2019-12-26_at_10.30.22_AM.png

Press Select All on the right sidebar.

After all contacts on the list are selected, press Mail Merge on the right sidebar.

There are two template options for year-end summary letters.

The Prior Year Tax Summary #9 Envelope Template will print letters that can be folded into thirds and placed directly into #9 envelopes with windows.

The second option, Prior Year Tax Summary Template are for standard #10 business envelopes. Donor mailing info will need to be placed on the envelope front separately (i.e. printed or labeled).

After you've chosen which template, press Create. This will take you to your Mailings page in Kindful. You do not need to wait for the options (Print Envelopes, Print Labels, etc.) to generate. Now, click the back button on your web browser, often located in the upper left-hand corner of your browser window.

Clicking the back button in your browser will return you to your previously filtered Contacts page (with the Has Transaction in Year filter included) and will show the same results. Repeat the process to Select All on the right sidebar, and then after all contacts on the list are selected, press Mail Merge on the right sidebar. This time, choose your newly created Cover Letter Template and click Create.

Screen_Shot_2019-12-26_at_10.59.08_AM.png

This will take you to your Mailings page, and you will now have two line items to use here. The first will be your cover letter file, and the second will be your Tax Summary.

Screen_Shot_2019-12-26_at_11.00.33_AM.png

Doing the steps in this specific order will ensure the order of your list of Tax Summaries matches that of your Cover Letters.


Still have questions?

Feel free to send our support team an email, or you can call the phone number found in the lower left hand corner of your Kindful Admin account to speak to a team member. 

 

Was this article helpful?
1 out of 1 found this helpful
Have more questions? Submit a request

Comments